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1:
When will my travel voucher be paid?
A:
Provided the travel voucher is completed properly and all required
documentation is attached, most travel vouchers are processed within
2-3 days of arrival in the Travel Office. Please check with your
department and any other offices to which it was sent for approval
to assure that it has been sent to the Travel Office. If it was
sent more than a week ago, you may call the Travel Office to check
the status of payment. top
2:
Is my travel cash advance ready for pickup?
A:
Someone (the traveler, courier, or contact person) must come to
the Travel Office to sign for and pick up travel advance checks.
Travel Cash Advances may be picked up 5 working days prior to travel
dates. Prepaid Advances (airfare and/or hotel charged to personal
credit cards) may be picked up any time after the paperwork has
arrived in the Travel Office. If anyone other than the traveler
is picking up the check, be sure that he/she has the traveler’s
SS#, destination and dates of travel to provide to the receptionist
in order to have the check issued. top
3:
Can I check on the status of a travel reimbursement or paperwork
for a cash advance without contacting the Travel Office?
A:
Yes. You can complete an Access Request form from the ITS E-forms
page. Request "view only" access for TRAV. This will allow
you to view our travel processing system to determine if/when a
travel voucher or Request for Travel Advance form has been received
by the Travel Office and if a particular voucher has been paid.
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4:
What is the current mileage reimbursement rate?
A:
You may find the current allowances for mileage reimbursement
rates on the Travel
Web Page.
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5:
Do I need original receipts to be reimbursed or to clear advances?
A:
Yes. Original passenger receipts (airline and car), original hotel
folios and original receipts for any other expense including conference
registration of $75.00 or more are always required. top
6:
What is the per diem rate or maximum allowance for hotel and meals
for a foreign or domestic city?
A:
You can find the current maximum allowances for domestic & international
destinations here on the Travel
Web page.
Remember that actual expenditures should be claimed up to the
maximum allowance. top
7:
Who are the University of Iowa’s Preferred Travel Agencies?
A:
They are:
Meacham Travel (351-1360) and
Winebrenner Red Carpet Travel (351-4510 or 384-7100) top
8:
Do I use a Non PO Voucher & Invoice or a Travel Expense Voucher
form for reimbursement?
A:
Individuals are always reimbursed for travel expenses on a Travel
Expense Voucher. Travel related expenses, use ProTrav.
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9:
How do I pay for a conference registration fee?
A:
Registration fees should always be paid by departmental
procurement card if possible. If the conference will not accept
credit card payments, they may be paid by an e-Voucher. top
10:
How do I convert foreign currency to American Dollars?
A:
You multiply the foreign currency amount by the exchange rate for
the period of time that travel occurred. The easiest way is to use
a currency converter, Oanda
or Universal
Currency Converter.
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11:
Do we have a preferred car rental supplier?
A:
Yes. The Big Ten has a contract with National Car Rental (1-800-CAR-RENT)
to provide special rates. Free unlimited mileage and insurance are
included in most rentals with National Car Rental. (National
Rental Car) top
12:
Should I purchase insurance with my car rental?
A:
In general, purchasing insurance coverage is not necessary and is
NOT reimbursable. The University of Iowa is self
insured for comprehensive and collision damage to vehicles that
are rented by University employees for University business. In addition,
liability and collision insurance is included in our rates with
National Car Rental if our University discount number is included
in your reservation. For other rental companies, you should purchase
basic liability coverage ONLY if NO liability insurance comes with
the basic rental. top
13:
How do I know there is a travel agency service fee for
my airline ticket?
A:
Any ticket issued by one of our Preferred Travel Agencies will have
a $35.00 booking fee in addition to the cost of the ticket. The
$35.00 booking fee will be listed on the invoice, but not on the
airline ticket. top
14:
What if I combine a personal vacation with my business
travel?
A:
It is okay to add additional time at your business destination and/or
to add an additional side trip to your business trip. However the
University will only fund the business portion of your trip, of
course. If you add an additional destination to your trip, you
must get a quote in writing from your travel agency for the business
portion of your trip—please ask for the advance purchase cost directly
to/from your business destination on what would be your business
travel dates. It is important to get this quote at the time you
are making your plans and not after the trip is over. This documentation
must then be attached to your Travel voucher. top
15:
What if I want to take my family or a friend on my business
trip?
A:
Again, this is fine, but any additional cost is at your own expense.
You must send verifying documentation and claim the single room
rate only for your hotel expense. top
16:
Can I use my Procurement Card for online airfare purchases?
A:
The University Travel office would like to pass along some very
important information to those of you who use the UI Procurement
Card to purchase airfare on-line. As a security measure, for e-tickets
booked online, airlines now require that the traveler have in their
possession the credit card that was used to purchase the ticket.
You may be asked to show the card prior to check in or boarding.
This is true whether the ticket is booked directly on the airline’s
Web page (UAL.com,
AA.com, etc) or an on-line booking
agency (i.e. travelocity.com).
If an individual does not have the exact credit card used for the
purchase, they may be denied boarding and be asked to step out of
line and go to a phone to book a new ticket with a credit card they
have with them. Airlines do not require this extra security measure
for tickets booked through a travel agency or for paper tickets.
In
order to avoid problems at check in and boarding the following solutions
are recommended:
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If booking on-line, use
the Procurement Card in the name of the traveler so that
the card can be taken with the traveler to the airport.
(Note: A cardholder is not allowed to send their card
with another individual in travel status.)
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If you are using a “departmental”
Procurement Card or the PCard of an individual other than
the traveler, book your ticket(s) through one of the UI’s
Preferred Travel agencies or another reputable agency.
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Request a paper ticket
rather than an E-Ticket. Note that most airlines now charge
if paper tickets are requested and are moving towards
eliminating paper tickets completely on itineraries that
are eligible for E-tickets.
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